Administrative Assistant

2 weeks ago

Fort Wayne, United States McMillen Health Full time
Job DescriptionJob DescriptionPosition Overview: The Administrative Assistant is a key member of McMillen Health’s programming team, providing essential support to ensure smooth day-to-day operations. This role involves a variety of administrative tasks and requires strong organizational, communication, and multitasking skills. Key Responsibilities:
  1. Office Management:
    • Manage incoming calls, emails, and correspondence, redirecting inquiries as necessary. 
    • Ensure the office environment is clean, organized, and conducive to productivity.
  2. Database and Records Management:
    • Maintain accurate and up-to-date records in the reservation system. 
    • Ensure data integrity and confidentiality in accordance with organizational policies.
  3. Calendar and Meeting Management:
    • Coordinate schedules and arrange meetings, appointments, and events for Director of Educational Services and as needed for Education Department and community. 
    • Prepare meeting agendas, take minutes, and distribute relevant materials as needed. 
    • Assist with scheduling and logistics for committee and education department meetings.
  4. Administrative Support:
    • Provide general administrative support to Director of Educational Services, including word processing, filing, and photocopying. 
    • Assist with basic financial tasks such as processing invoices and preparing purchase authorizations. 
    • Assist with mailings, including drafting emails or printing correspondence.
  5. Event Coordination:
    • Support the planning, coordination, and execution of community projects.
    • Assist with scheduling as needed, catering arrangements, guest communication, and logistical coordination.
    • Help recruit and coordinate staff for projects as needed.
  6. Communication and Correspondence:
    • Serve as a point of contact for internal and external stakeholders, providing courteous and professional assistance. 
    • Draft and proofread correspondence, reports, and presentations as assigned. 
    • Maintain and update contact lists, ensuring accuracy and completeness.
  7. Documentation:
    • Maintain and organize physical and digital files, ensuring easy access to important documents and information. 
    • Help prepare documentation for grant applications and reporting requirements.
Qualifications:
  • High school diploma or equivalent; associate's or bachelor's degree preferred.
  • Previous experience in administrative support roles, preferably in a non-profit or similar setting.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management software.
  • Strong organizational skills with the ability to prioritize tasks and manage time effectively.
  • Excellent communication skills, both verbal and written, with a customer service orientation.
  • Attention to detail and accuracy in data entry, record-keeping, and document preparation.
  • Ability to work independently with minimal supervision and collaborate effectively in a team environment.
  • Commitment to the mission and values of McMillen Health.
  • Valid Driver’s License 

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